Manage trip participants and resources | Pro plan, Custom plan

Learn how to manage trip participants in the Operations module.

This article covers 3 sub-topics:

1. Adding participants

2. Allocating participants to resources

3. Send participant information to suppliers

------------------------ 1. ADDING PARTICIPANTS -----------------------------

Start by navigating to the Operation module from an itinerary you are working on.

In your Operations system, make sure the itinerary reference number is selected in the Itinerary filter menu.

Locate Participants list in the top right section.

Choose from available options to save the participant information:

Upload participants list. An Excel file with a list of participants can be uploaded from your computer (a template is available and attached). Instead of uploading, you can also copy and paste the participant details from Excel directly into the dedicated area.
New participant. Alternatively, you can save each participant entry manually directly in the Participants window.

NOTE: If you are uploading the list, make sure to either use a supported document type (csv., xlxs., xls.), or download the attached template.

------------ 2. ALLOCATING PARTICIPANTS TO RESOURCES ---------

📌 If only one product resource* is set up, participants will be automatically allocated to that resource. Each product displays the traveler count and resource count on the Travelers line.

*a resource is any element or unit used to provide and manage travel-related services, such as time slots for activities or different types of rooms in accommodations.

📌 If you want to add additional resources or allocate participants manually follow the steps below.

1. Tap on the participants and resources button located on a product's Travelers line to add additional resources and/or allocate participants manually.

2. Disable the Auto allocate participants feature.

3. Click on the +Add new to add additional resources then drag and drop participants to allocate them correctly.

For example:

--------------- 3. SEND PARTICIPANT LIST TO SUPPLIERS ------------

Saved participant information will be available for sending on an email to a supplier.

❗Make sure to enable this option by clicking on the button Include participants and allocation.